E-Depot of the National Archives of the Netherlands Website: Certification Date: 27 July 2019
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Assessment Information CoreTrustSeal Requirements 2017–2019 Repository: e-Depot of the National Archives of the Netherlands Website: www.nationaalarchief.nl Certification Date: 27 July 2019 This repository is owned by: Nationaal Archief CoreTrustSeal Board W www.coretrustseal.org E [email protected] e-Depot of the National Archives of the Netherlands Notes Before Completing the Application We have read and understood the notes concerning our application submission. True Reviewer Entry Reviewer 1 Comments: Reviewer 2 Comments: CORE TRUSTWORTHY DATA REPOSITORIES REQUIREMENTS Background & General Guidance Glossary of Terms BACKGROUND INFORMATION Context R0. Please provide context for your repository. Repository Type. Select all relevant types from: National repository system; including governmental Reviewer Entry Reviewer 1 Comments: Accept Reviewer 2 Comments: Accept Comments This is the application for CoreTrustSeal certification of the e-depot of the Nationaal Archief (National Archives of the Netherlands, NANETH). We define our e-depot as: “The consistent unity of equipment, software, procedures, methods, knowledge and skills that ensure sustainable intake, management, preservation and provision of digital objects and metadata.” (NANETH Preservation Policy [CoreTrustSeal])* This e-depot with born-digital and digitised information from government bodies, digitised archives from NANETH and digital private archives is within scope for certification. All digital information transferred to NANETH is made publicly available, unless there are access restrictions (e.g. due to privacy issues). Only in the case of outsourced records management (see Requirement 0, Other Relevant Information) digital information is preserved specifically for and accessible only by the outsourcing organisation. From a technical infrastructural point of view, the e-depot is a combination of our repository system, our collection management system and our public access portal. The design of the e-depot is described in the enterprise architecture Model Architectuur voor Rijks Archiefinstellingen (Model Architecture for Governmental Archives, MARA [CoreTrustSeal]). The formal status of NANETH is enshrined in the Archiefwet 1995 (1995 Public Records Act, [CoreTrustSeal]) . Article 25 states that the Minister of Education, Culture and Science is responsible for the existence of a national repository and the appointment of a National Archivist as the head of this organisation. Article 12 designates NANETH as the national repository for archives transferred from national government bodies after 20 years. That is, those bodies which have or had functions encompassing the Dutch nation as a whole. NANETH has 137 stretched kilometres of documents, over 15 million pictures, 300,000 maps and over 800 Tb of records. The tasks performed by NANETH are further regulated in the Statuut agentschap Nationaal Archief (NANETH’s statutes [CoreTrustSeal]). These define, among others, that the organisation will function as an knowledge centre for digitization, preservation and management of records as the documented manifestations of cultural heritage. More information about NANETH as an organisation is available on our website. See https://www.nationaalarchief.nl/over-het-na/organisatie/missie-en-meerjarenvisie for our mission statement and multi-year vision (in Dutch), https://www.nationaalarchief.nl/over-het-na/organisatie/directie-en-afdelingen for information on NANETH's directors, departments, our organisation and a link to our mandate decision document (in Dutch). * Publicly available translated supporting documentation has been published on NANETH's website: https://www.nationaalarchief.nl/en/archive/knowledge-base/coretrustseal. If you see "DocumentName [CoreTrustSeal]" in this text, then [CoreTrustSeal] refers to this web page, and DocumetName to the named section on that page where the specific document and accompanying context information can be found. Supporting documentation that we could not make publicly available has been shared with CoreTrustSeal in confidence. Reviewer Entry Reviewer 1 Comments: Accept Reviewer 2 Comments: Accept Brief Description of the Repository’s Designated Community. As a national archive, NANETH has many user communities. Some are, as per ISO 14721 OAIS terminology, Providers of digital information. Others are Consumers. Some are both. We have two Designated Communities: national government body record creators (who are both Providers and Consumers) and the public (who are Consumers). The national government body record creators or legal caretakers ('zorgdragers' in Dutch) are our main Providers of digital information, as is explained in Requirement 0, Context. Both in the case of transferred digital information (after 20 years). In the case of outsourced records management (see Requirement 0, Other Relevant Information), these record creators are also Consumers with a Knowledge Base with a very good understanding of government archives in general and their own content and context in particular. Primarily for this Designated Community, NANETH has issued a list of preferred and accepted formats ([NANETH Preferred and Acceptable Formats, [CoreTrustSeal]). This list includes open standards promoted by the Dutch Standardisation Forum (https://www.forumstandaardisatie.nl/content/english). The use of open standards to support interoperability, (re)use of data and reduce dependency on specific suppliers, is a leading Dutch government policy. The needs and wishes of this Designated Community are monitored and acted upon by means of NANETH's Preservation Watch, Planning and Action scheme (see Requirement 10, Preservation Plan). The public (private persons, journalists, researchers and end user organisations from the cultural heritage domain) are our second Designated Community. We expect the members of the public to be able to read Dutch (as most archives are in Dutch), and to be able to follow the instructions for requesting (public or restricted) records (http://www.gahetna.nl/en/q-and-a/how-this-website-works/reserve-records) and visiting the reading room (http://www.gahetna.nl/en/using-this-site/visiting-the-nationaal-archief/visiting-the-reading-room). The list of preferred and accepted formats supports their (technological) demands with regard to interoperability, (re)use and reduce dependency on specific suppliers. As the knowledge base of this Designated Community does not include (a lot of) knowledge on digital government information content and context, we provide archival descriptions. See e.g. http://www.gahetna.nl/collectie/archief/ead/index/zoekterm/deltaprogramma/eadid/2.16.133 for an archival description for the Dutch Delta Programme (2010-2014) for protecting the Netherlands against flooding and extreme weather. Members of this Designated Community can also visit our Information Centre (http://www.gahetna.nl/en/visit-us/information-centre) or use our website to ask questions (see Requirement 11, Data quality). Monitoring and acting upon changes in this Designated Community is part of NANETH's Preservation Watch, Planning and Action scheme (see Requirement 10, Preservation Plan). Reviewer Entry Reviewer 1 Comments: Accept Reviewer 2 Comments: Accept Level of Curation Performed. Select all relevant types from: C. Enhanced curation – e.g. conversion to new formats; enhancement of documentation Reviewer Entry Reviewer 1 Comments: Accept Reviewer 2 Comments: Accept Comments In order to preserve the integrity and authenticity of deposited digital information from any deposit route, NANETH performs no “additional editing of deposited data for accuracy”, i.e. data-level curation. In the pre-ingest phase of a national government record creator submission process, we check, amongst others, metadata conformity, identify file formats and file format validity. If required, (meta)data is repaired or enhanced. This, however, is primarily a task for the Provider and stems from the general requirement that “Administrative authorities are obliged to ensure that the records kept by them are in good condition, are properly arranged and accessible, and are thus maintained, and to arrange for the destruction of records which are eligible for destruction.” (1995 Public Records Act, [CoreTrustSeal]) The metadata and/or documentation on digital information preserved and made available by NANETH may be enhanced. Added entries are provided when more information becomes available about records, feedback from users can result in updates of metadata or documentation, etc. Although metadata is deposited data, we do not consider this “additional editing of deposited data for accuracy”. How enhanced curation is further achieved can be gathered from our Preservation Policy [CoreTrustSeal]. See also Requirement 10, Preservation Plan. Reviewer Entry Reviewer 1 Comments: Accept Reviewer 2 Comments: Accept Outsource Partners. If applicable, please list them. The legal framework Public Procurement in the Netherlands (https://www.pianoo.nl/public-procurement-in-the-netherlands) governs all NANETH and third party contracts of all NANETH's outsourced contracts. A team of service and contract managers is responsible for managing these contracts. They are supported by legal advisors. The most important partners for the e-depot (and therefore not including partners for e.g. employee laptops, office software and Wi-Fi connectivity) are: Logius, ICTU, ODC Noord, SSC ICT, DE REE archiefsystemen and Picturae. Logius provides the service Diginetwerk or ‘Haagse Ring’